Project Management Office: Goals and Expectations

Project Management Office:Goals and Expectations New Mexico State University

Agenda • PMO Questions • PMO Goals • Project Structure • Escalation Model • Expectations New Mexico State University

PMO Questions • What is the purpose of the PMO? • What are the goals of the PMO? • How will projects be executed? • How will project issues be resolved? New Mexico State University

PMO Goals • Primary Goals • Streamline project request pipeline • Define process for submission and prioritization of projects • Manage project portfolio • Foster better prioritization of projects • Actively engage the UNO DC prioritization committee as a decision making body • Goal is to have a 6 months lead time for any project • Goal is to prioritize projects for a 6 month to 1 year period • Minimize the number of “Emergency Projects” • Provide project management guidelines • Standardized, repeatable and successful project execution • Create tools and standards New Mexico State University

PMO Goals • Primary Goals • Provide a framework for resource allocation and tracking • Resource time to be tracked by Project Manager(s) • Be a catalyst for risk identification and issue resolution • Disseminate information on current projects New Mexico State University

Project Structure • Key Players • Project Sponsor • Provides executive level support to a project • Responsible, along with the project manager(s), to create a Project Charter that embodies the scope of the project and the mandate to execute it New Mexico State University

Project Structure • Key Players • Project Manager(s) • Functional and Technical • Ultimately responsible for success of the project • Responsible for following project execution processes under advisement from the PMO • Responsible for resource identification, assignment and tracking New Mexico State University

Project Structure • Key Players • PMO • Responsible for engaging the UNO DC prioritization committee to prioritize the project • Ramps up the project from initiation to Project Charter • Oversees project execution through closure • Works with the Project Manager(s) to gather requirements and provide estimates • Assists with timeline creation and tracking; ultimate responsibility rests with the Project Manager(s) • Creates a matrix to categorize projects and defines the sub-processes needed for each project • Example: Do we need a communication plan? New Mexico State University

Project Structure • Key Players • Most important layer • Developers, DBAs, System Administrator and Functional experts working as a cross departmental team to ensure success of the project New Mexico State University

Project Structure • Our primary role in a project: • Owners of project execution process • Consulting • Oversight • Issue Resolution • Provide Executive Support • Project Charter PMO Project Sponsor(s) • Project process consulting • PMO assists with requirements gathering andestimation • Issue Resolution • Project Manager(s) create timeline and otherdocumentation Project Managers (Technical/Functional) Developerfrom ICTEAS DBAfrom ICTDBA Sys-adminfrom ICTUSA FunctionalExpert New Mexico State University

Project Structure • PMO will manage a project when… • It is explicitly charged with execution bya Project Sponsor • PMO will assign a Project Manager from its team • PMO will manage project resources • PMO will be responsible for the success of the project New Mexico State University

Escalation Model • PMO will act as third party for issue resolution when … • PMO standards are not being followed • PMO can be the initiator in this case • Request for escalation by a Project Manager • PMO identifies an adverse risk to a project • PMO is the initiator in this case • Escalation is time bound New Mexico State University

Escalation Model • Level 1: • PM escalates to PMO • PMO documents issue and attempts to resolve • Level 2: • PMO escalates to Sponsor if Level 1 fails • Level 3: • PMO escalates to Executive Level if Level 2 fails New Mexico State University

Expectations • PMO Charter under review by executive management • Please be patient with us • We are defining the project processes • We will release a project process handbook soon • There will be a learning curve • A new process always leads to a change in culture and mindset • Flexibility in adapting to different situations is the key • There is no cookie cutter formula for project management. There are only guidelines. New Mexico State University

We are open to ideas. New Mexico State University

Questionsict_pmo@nmsu.eduorContact: Pam Jeffries646-7224 New Mexico State University

Project Management Office: Goals and Expectations